Privacy Policy

Last updated: July 11, 2026

Effortless Solutions LLC, doing business as Chartless ("Chartless," "we," "us," or "our"), provides a voice-based documentation platform (the "Service"). This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you have. It applies to visitors of our website and users of our dashboard and mobile application (collectively, the "Site").

If your organization has activated HIPAA compliance mode, our Business Associate Agreement governs our handling of protected health information and controls over this Privacy Policy to the extent the two conflict. See our Subprocessors page for a list of the third parties referenced below.

1. Information We Collect

We collect the following categories of information:

• Account information: name, email address, and password, provided when you or your organization create an account.
• Organization information: your organization's name, join code, subject-matter labels, and whether it has indicated it handles protected health information.
• Client/subject records: names and related information your organization chooses to store about the people or things it documents.
• Voice recordings: audio captured when you use the recording feature. As explained in Section 3, audio is processed transiently and is not stored by Chartless.
• Generated content: the structured notes and chart content produced from your dictation, which your organization retains as its records.
• Usage data: log data such as sign-in times, device/browser type, and, for organizations in compliance mode, records of when transcription services were used.
• Payment information: if you subscribe to a paid plan, billing details are collected and processed by our payment processor; we do not store full payment card numbers ourselves.

2. How We Use Information

We use the information described above to:

• Provide, maintain, and improve the Service, including generating structured notes from your dictation;
• Authenticate accounts and enforce agency membership and permissions;
• Process payments and manage subscriptions;
• Communicate with you about your account or the Service;
• Maintain security, audit logs, and prevent misuse of the Service;
• Comply with legal obligations, including maintaining records required under our Business Associate Agreements where applicable.

We do not sell your personal information, and we do not use your voice recordings or generated notes to train our own general-purpose AI models.

3. How Voice Data Is Processed

When you use the recording feature, your spoken audio is converted to text using one of the following, depending on your organization's settings and browser:

• Web Speech API(Chrome, Safari, Edge): your browser's built-in speech recognition, provided by Apple or Google depending on your browser, for organizations that have not activated HIPAA compliance mode.
• Microsoft Azure Speech Services: used for organizations that have activated HIPAA compliance mode, and as a fallback on browsers that do not support the Web Speech API.
• On-device recognition (iOS app): for organizations in compliance mode, speech recognition is performed entirely on your device; audio is never transmitted to a third party.

In every case, Chartless does not receive, transmit to its own servers, or store your raw audio.The verbatim transcription text is used once, to generate your structured note, and is not retained afterward. Only the AI-generated structured note — the content you review and approve — is stored as your organization's record.

4. Third-Party Subprocessors

We share information with the following subprocessors to provide the Service:

• Amazon Web Services, Inc. — stores client, subject, and note records, and generates AI-assisted note content from your transcription (Amazon Bedrock).
• Microsoft Corporation — converts voice recordings to text for organizations using HIPAA compliance mode, or as a fallback on unsupported browsers.
• Our payment processor — processes subscription payments on paid plans.

We do not share your information with any other third party for their own marketing purposes.

5. Data Storage and Retention

Client records and generated notes are retained for as long as your organization maintains an active account, so that your organization can access its own documentation history. If your organization closes its account, we will delete or return this data as described in our Terms of Service and, for organizations in compliance mode, our Business Associate Agreement.

Raw audio and verbatim transcription text, as described in Section 3, are never retained regardless of account type.

6. Protected Health Information

If your organization handles protected health information (PHI), you must activate HIPAA compliance mode and accept our Business Associate Agreement before using the Service to record or store such information. Your answers to onboarding questions about whether your organization handles PHI are representations we rely on to configure your account correctly; misrepresenting them is a violation of our Terms of Service. See our Terms of Service and Business Associate Agreement for the specific protections that apply once compliance mode is active.

7. Data Security

We use industry-standard safeguards to protect your information, including encryption of data in transit and at rest, access controls limiting who can view your organization's data, and audit logging on systems that process voice data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights and Choices

Depending on where you live, you may have rights under applicable privacy laws (such as the California Consumer Privacy Act and similar state laws) to request access to, correction of, or deletion of your personal information, or to opt out of certain uses. To exercise these rights, contact us at support@chartlessapp.com. If your organization's data includes information about clients or subjects who are not Chartless account holders, requests concerning that information should generally be directed to the organization that maintains the account, as they control that data.

9. Children's Privacy

The Service is intended for business use by adults and is not directed to children under 16. We do not knowingly collect personal information directly from children through the Service.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the "Last updated" date above and, where appropriate, notify account owners directly.

11. Contact Us

Questions about this Privacy Policy can be sent to support@chartlessapp.com, or by mail to:

Effortless Solutions LLC
1207 Delaware Ave, Unit 345
Wilmington, DE 19806